Narrative Statement Overview for Employee When is a Narrative Statement … HRO... · 2019-07-15 · Figure 3 – Narrative Statements>Create Narrative Statement 4. An Information

Narrative Statement Overview for Employee

A narrative statement is a brief narrative description of an employee’s performance,

accomplishments and contributions during the current appraisal period when it is known that the

rating official ceases to exercise duties resulting from a job change by the rating official or the

employee. A narrative statement is not a rating of record.

When is a Narrative Statement Prepared?

The length of time an employee serves under an approved performance plan determines what is

required when an employee or supervisor leaves the organization.

A narrative statement is required if an employee has:

been assigned to a specific supervisor.

performed under an approved performance plan for 90 calendar days.

more than 90 calendar days left in the appraisal cycle.

Who Participates in a Narrative Statement?

A rating official will:

indicate the start date and end date of the period being assessed.

prepare a rating official assessment specifically for the narrative statement.

document communication of the narrative statement to the employee.

An employee will:

prepare an employee input (voluntary but strongly encouraged) specifically for the

narrative statement.

acknowledge the narrative statement.

Creating a Narrative Statement

Steps to Create a Narrative Statement

1. On the MyPerformance Main Page, select the performance plan you want to create a

narrative statement for, make sure Action column reflects Update and select Go button. You

must have ownership of the approved performance plan to make any changes.

NOTE: The Current Status is Plan Approved.

Figure 1 - MyPerformance Main Page>Create Narrative Statement

2. The Step 1: Plan Details page is displayed as pictured below in Figure 2. Select the Narrative Statements tab to create your narrative statement. If you need to get out of the tool at this time, you should select the Choose an Action list of values (LOV) drop down arrow, select Return to Main Page, followed by Go button.

Figure 2 – Plan>Step 1: Plan Details>Navigate to Narrative Statements Tab

3. The Narrative Statements page is displayed as pictured in Figure 3. Select the Create Narrative Statement button to create a narrative statement.

Figure 3 – Narrative Statements>Create Narrative Statement

4. An Information message will display as pictured below. Select No to go back or Yes to proceed with the creation of the narrative statement.

Figure 4 - Information Message

5. The Create/Update Narrative Statement page is displayed. There are two sub tabs on this page: Assessments and Communication and Acknowledgments.

Figure 5 - Create/Update Narrative Statement>Assessments and Communication and Acknowledgments

6. Employees can provide written input about their performance accomplishments for supervisors to consider in evaluating each of the performance elements and overall performance accomplishments. Select the radio button next to the performance element and standards you want to enter your input. The Show My Journal link allows you to cut and paste any information you entered to track your job accomplishments during the appraisal period.

Figure 6 - Create/Update Narrative Statement>Assessments> Enter Employee Input

Table 1 - Decision Table for Narrative Statement

If You…. Then…..

Want to go to the next performance element to enter your input

Select the Go to Next Performance Element button

Want to go back to the top of the page after you have finished with your

Select Go Back to Top of the Page button

input

7. At this point you have completed your narrative statement and are ready to transfer it the

rating official for review. There is no further action for you at this time on the Communication

and Acknowledgments tab. Select Go Back to Narrative Statements button to return to the

Narrative Statements tab.

Figure 7 - Create/Update Narrative Statement>Communication and Acknowledgments>Go Back to Narrative Statement

8. Your initiated narrative statement is now displayed in the table. At this point, you can

update or delete your narrative statement.

Figure 8 – Narrative Statements>Update/Delete Narrative Statement

NOTE: There can only be one narrative statement in progress.

9. To transfer your performance plan/appraisal to the rating official, first select Choose an

Action LOV drop down arrow depicted in the red box below. Second, select Transfer to

Rating Official. Lastly select the Go button to the right.

Figure 9 - Narrative Statements>Choose an Action

Figure 10 - Narrative Statements>Choose an Action>Transfer to Rating Official

10. You have the option to transfer to the rating official with or without e-mail notification. If

you chose to enter comments in the Message to Rating Official area, your message will show

up in the e-mail. Select the Transfer to Rating Official without E-mail Notification or

Transfer to Rating Official with E-mail Notification button to transfer your performance

plan to your rating official.

Figure 11 – Narrative Statements>Employee Notification to Rating Official

11. You will be returned to the MyPerformance Main Page and will receive a confirmation that

the appraisal has been submitted to the rating official. Your performance plan/appraisal is now

displayed under Appraisals of (employee name) section on the MyPerformance Main Page as

pictured in Figure 12. You no longer have ownership and can only view your performance

plan/appraisal.

NOTE: The current status is Narrative Statement in Progress.

Figure 12 - MyPerformance Main Page>View Narrative Statement in Progress

Reviewing and Editing Performance Input for Narrative Statement

After the narrative statement has been created by either you or your rating official, it may

require edits and further input from either you or your rating official. Your edits can only be

for the employee input.

Steps to Review and Edit Narrative Statement

1. At the MyPerformance Main Page, select the performance plan/appraisal you want to edit

your narrative statement input, make sure Action column reflects Update and select the Go

button. You must have ownership of the performance plan to make any changes.

NOTE: The Current Status is Narrative Statement in Progress.

Figure 13 - MyPerformance Main Page>Update Narrative Statement in Progress

2. The Plan Details page is displayed as pictured below in Figure 14. Select Narrative Statements tab to update your narrative statement.

Figure 14 – Plan>Step 1: Plan Details>Navigate to Narrative Statements Tab

3. The Narrative Statements page is displayed as pictured in Figure 15. Select the Update button under the Action column to edit your narrative statement input.

Figure 15 – Narrative Statements>Update Narrative Statement

4. The Create/Update Narrative Statements page is displayed. Select the radio button next to the performance element and standards you want to edit your input.

Figure 16 - Create/Update Narrative Statement>Assessment>Update Employee Input

5. At this point you have made all of the changes for your performance and are ready to transfer

it to the rating official for review. There is no action for you, the employee, on the

Communications and Acknowledgments tab. Select Go Back to Narrative Statements button to

return to the Narrative Statements tab.

Figure 17 - Create/Update Narrative Statement>Communication and Acknowledgments>Go Back to Narrative Statements

6. To transfer your performance plan/appraisal to the rating official, first select the Choose an

Action LOV drop down arrow depicted in the red box below. Second, select Transfer to

Rating Official. Lastly select the GO button to the right.

Figure 18 - Narrative Statements>Choose an Action

Figure 19 - Narrative Statements>Choose an Action>Transfer to Rating Official

7. You have the option to transfer to the rating official with or without e-mail notification. If

you choose to enter comments in the Message to Rating Official area, your message will show

up in the e-mail. Select the Transfer to Rating Official without E-mail Notification or

Transfer to Rating Official with E-mail Notification button to transfer your performance plan

to your rating official.

Figure 20 – Narrative Statements>Employee Notification to Rating Official

8. You will be navigated to the MyPerformance Main Page and will receive a confirmation that

the appraisal has been submitted to the rating official. You no longer have ownership and can

only view your performance plan.

NOTE: The Current Status is Narrative Statement in Progress.

Figure 21 - MyPerformance Main Page>View Narrative Statement in Progress

Acknowledging Receipt of Narrative Statement

After the rating official has finalized his narrative statement assessments and rating official has

documented communication to employee, he or she will transfer the performance plan/appraisal

to you. You will acknowledge that the rating official discussed your work performance and its

link to organizational effectiveness. Acknowledging the narrative statement was communicated

to you does not mean you agree with it; you are merely acknowledging it was communicated to

you by your supervisor.

As described earlier, the typical steps in the narrative statement process are as follows. The

steps covered in this section are bold and italicized:

1. The employee or rating official creates the narrative statement, transfers to employee to

enter input, and rating official enters performance narratives for each performance element and

standard(s).

2. The employee and rating official edit and/or add to the input and/or performance narratives

as needed. This process may involve multiple rounds of editing and transfers between the

employee and rating official before the narrative statement is communicated to the employee.

3. The rating official documents communication to employee and transfers the narrative

statement to the employee for acknowledgment.

4. The employee reviews the narrative statement and acknowledges that it was

communicated to him or her by the rating official.

Table 2: Narrative Statement Communication and Acknowledgment Steps

The below table provides the steps to be taken for documenting communication of the

narrative statement to the employee and employee acknowledging receipt.

Communication and Acknowledgement Steps

Step

Number

Performer

Approval Step

Status

Description

1 Rating Official Document Communication to Employee

Not Started

Completed RO has entered

communication method

and date and transferred

to the employee or

proceeded to Step 4

2 Employee or

Rating Official

Document Employee

Acknowledgment Not Started

Completed Employee acknowledged

receipt or RO has entered

communication method

and date

Steps to Acknowledge Receipt of Narrative Statement

1. At the MyPerformance Main Page, select the performance plan/appraisal that needs to have

the narrative statement acknowledged, make sure Action column reflects Update and select

the Go button. You must have ownership of the performance plan to make any changes.

NOTE: The Current Status is Narrative Statement in Progress.

Figure 22 - MyPerformance Main Page>Update Narrative Statement in Progress

2. The Plan Details page is displayed as pictured below in Figure 23. Select Narrative Statements tab to acknowledge receipt of your narrative statement.

Figure 23 – Plan>Step 1: Plan Details>Navigate to Narrative Statements Tab

3. The Narrative Statements page is displayed as pictured in Figure 24. Select the Update

button under the Action column.

Figure 24 – Narrative Statements>Update Narrative Statements

4. Before you acknowledge receipt, you will be able to view the rating official assessments on each of your performance elements and standards by selecting the Assessments tab.

5. Select Communication and Acknowledgments tab to acknowledge receipt of narrative statement. Step 2: Employee – Acknowledgment under Details / Tasks shows pending employee acknowledgment and the Acknowledge Receipt button is available for selection. Select Acknowledge Receipt button.

Figure 25 – Create/Update Narrative Statement>Communication and Acknowledgments>Acknowledge Receipt

6. When you select Acknowledge Receipt a Date box is available. You can manually

enter the date or use the calendar icon. Enter the date you are acknowledging and select the

Save button.

Figure 26 - Create/Update Narrative Statement>Communication and Acknowledgments>Acknowledge Receipt Date

7. Step 2: Employee – Acknowledgment under Details / Tasks is completed. You have just

successfully acknowledged receipt of your narrative statement. Select Go Back to Narrative

Statements button to go back to Narrative Statements tab.

Figure 27 - Create/Update Narrative Statement>Communication and Acknowledgments>Go Back to Narrative Statements

8. Since the narrative statement was acknowledged, the Narrative Statement is complete and

the Action reflects View History. To return to the MyPerformance Main Page, first select

Choose an Action LOV drop down arrow depicted in the red box below. Second, select

Return to Main Page. Lastly select the Go button to the right.

Figure 28 - Narrative Statements - View History and Choose Action>Return to Main Page

9. At the MyPerformance Main Page, the Current Status reflects Narrative Statement

Completed. Employee still has ownership of the performance plan/appraisal.

Figure 29 - MyPerformance Main Page>Narrative Statement Completed